Technical_Evaluation_Criteria_122016.doc

Offerors are responsible for monitoring the IRS website for solicitation amendments throughout the solicitation process.

SITE VISITS WILL BE AVAILABLE UPON REQUEST. IF A SITE VISIT IS NEEDED PLEASE EMAIL ANNETTE SMITH @ annette.u.smith@irs.gov before COB on November 09, 2016

ELECTRONICALLY ONLY

9 PROPOSAL PREPARATION INSTRUCTIONS

9.1 General Instructions

a. The Government will not pay any costs incurred in the preparation and submission of proposals. ONLY E-Mailed offers will be considered or evaluated.

b. Offeror’s response must include (1) Business Proposal; (2) Price Proposal; and (3) Technical Proposal. Submittal is to be separated in 3 different folders of your email volumes, individually titled. The original for each volume shall be clearly identified and marked “ORIGINAL” on the document. The volume number, title, solicitation number, and Offeror’s name shall be clearly identified on the cover and spine of each binder. Refer to following chart for number of copies required, and applicable page limitations.

I. Business Proposal

See “Volume I - Business Proposal” in 9.2 below for specific proposal instructions. Content includes, but is not limited to:

a. Standard Form 1449

b. Offeror Representations & Certifications

c. Other required information

Original

ELECTRONICALLY

ONLY

No page limitation

II. Price Proposal

See “Volume II - Price Proposal” in 9.3 below for specific proposal instructions. Content includes, but is not limited to:

a. Price Schedule

b. 9.4 Exh. E-1, PRST

Original Electronic Submission (excel file)

No page limitation

III. Technical Proposal

See “Volume III – Technical Proposal” in 9.4 below for specific proposal instructions. Content includes, but is not limited to:

a. Tab 1: Introduction

b. Tab 2: Staffing Plan & Phase-In Plan

c. Tab 3: Building Operations Plan

d. Tab 4: Service Call Plan

e. Tab 5: Preventive Maintenance Plan

f. Tab 6: Additional Services Plan

g. Tab 7: Subcontracted Work

h. Tab 8: Relevant Work Experience

i. Tab 9: Record of Past Performance Original

ELECTRONICALLY

ONLY

100 Pages, see 9.4

d. Price Proposal limitations. No page limitation, however, it is strictly limited to applicable information.

e. Proposals should be identified with offeror's company name and as being either the original document or copy.

f. The proposal must be valid for a period of no less than 150 calendar days after submission.

g. Transmittals shall include the solicitation number in the subject line of the email r: TIRNO-15-R-00046

h. Unnecessarily elaborate brochures or other presentations beyond that sufficient to present a complete and effective proposal are not desired. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are not solicited.

i. The offeror must submit a comprehensive technical proposal and price data to provide a basis for sound evaluation by the Government. The information provided shall be concise, factual and complete.

L.9.2 Volume I - Business Proposal

Volume I includes the following:

a. (1) Standard Form 1449 (page 1), completed and signed by an authorized officer of the offeror's company - one signed original;

(2) Project Manager, completed with Project Manager’s name, address, and phone number; and

(3) Representations and Certifications.

b. Offeror shall respond to the requirements of the solicitation and indicate whether it proposes to comply. The offeror shall identify all exceptions it takes to the requirements of the solicitation and all deviations from which it requests approval.

c. Financial Capability. In accordance with FAR 9.1, responsible prospective contractors must have adequate financial resources to perform the contract, or the ability to obtain adequate financial resources. The Offeror must indicate whether financial resources are available to perform the contract without assistance from any outside source. If sufficient resources are not available, then indicate in your proposal the amount required and the anticipated sources (i.e., bank loans, letter or line of credit, etc.). In addition, please provide the lenders name and phone number so that credit information can be verified. Offerors are to submit their certified financial statements for the previous two Fiscal Years, as well as for Fiscal Year (current to date). If audited financial statements are not available, then the Offeror shall provide its unaudited financial statements and certified tax returns for the past two Fiscal Years. If the Offeror is a partnership or joint venture, statements must be submitted for each party. Financial statements shall include balance sheets, income statements, statement of cash flows and related explanatory notes.

9.3 Volume II - Price Proposal

9.3.1 General

The Price Proposal shall encompass all prices associated with the requirements of the contract. Pricing shall be provided for all line items, to include the Base Period and all Option Periods, and will include line item totals that in some cases, are based on estimated quantities the Government does not commit to actually ordering. A Grand Total Summary schedule that includes the base period and all option periods is to be provided to confirm offeror’s total overall price used for evaluation purposes. (Refer to Paragraph 6, Price Evaluation, regarding evaluation methodology that will be used.) Pursuant to FAR 52.222-43 (b), “The contractor warrants that the prices in this contract do not include any allowance for any contingency to cover increased costs for which adjustment is provided under this clause.”

The PRST (Exhibit E-1) is to reflect the contractor’s "Weight" assignment (i.e. % of contract value) for each contract line item listed in the Exhibit.

9.3.2 Specific

a. Price Schedule (Exhibit B-1):

(1) Offerors are to complete all pricing information based on the instructions provided in the Price Schedule. Estimated quantities are included in Exhibit B-1 that will be used for evaluation purposes only. Offerors are to include a Grand Total Summary under the Tab entitled “Summary”.

Electronic copy: The Price Schedule is input as a spreadsheet using Excel. Volume II.

(2) Offerors are to submit a separate breakdown of line item unit prices (i.e. firm-fixed price for Basic Services and fixed labor hour rates for Additional Services). Breakdown should reflect how prices were derived, to include offeror’s direct costs (i.e. labor, materials, equipment, subcontract, etc.); indirect costs; and, fee.

(3) Offeror is to propose its indirect cost for materials (“Indirect Cost - Materials”) as a percentage of cost. Offeror is to submit supporting documentation that reflects how the percentage rate was derived. Notice: Offeror may include allocable indirect costs and other direct costs to the extent they are (i) Comprised only of costs that are clearly excluded from the hourly rate; (ii) Allocated in accordance with the Contractor’s written or established accounting practices; and (iii) Indirect costs are not applied to subcontracts that are paid at the hourly rates.

(4) Offeror is to propose its “Coefficient” percentage to be applied to applicable RS Means bare material costs when using the approved RS Means Pricing Guide for Additional Services task order quotes based on firm-fixed prices. Offeror is to submit supporting documentation that reflects how the percentage rate was derived.

b. PRST (Exhibit E-1): Offerors are to complete column 7, "Weight" by applying the percent of contract cost attributed to performance of each contract line item. See Section E, paragraph E.2 for explanation of PRST.

9.4 Volume III - Technical Proposal

9.4.1 General

The technical proposal shall consist of the offeror's response to the requirements of the Performance Work Statement (PWS), as outlined in Section C herein. The offeror shall clearly identify all exceptions it takes to the technical requirements of the solicitation and all deviations from which it requests approval.

Offerors are advised that there are three technical evaluation factors that will be used to evaluate proposals, and sub-factors where applicable, as listed below:

a. Technical Approach:

(1) Staffing Plan and Phase-In Plan

(2) Building Operations Plan

(3) Service Call Plan

(4) Preventive Maintenance (PM) Plan

(5) Additional Services Plan

(6) Subcontracted Work

b. Relevant Work Experience

c. Record of Past Performance

9.4.2 Specific

a. Technical Proposal Limitations:

(1) The proposal shall not exceed 100 pages. The page limitation does not include table of contents. Pages in excess of 100 will be removed without being evaluated. No material may be incorporated by reference.

(2) The technical proposal text shall be no smaller than 12-point font. Foldouts shall be on one side only. ALL PAGES MUST BE CONSECUTIVELY NUMBERED. In order to reduce redundancy in the proposal, the offeror may reference another section in the proposal rather than duplicate the information in more than one location; however, consistency in the logical flow of the subject matter must be maintained. Where use of subcontractor(s) is proposed, the proposal shall clearly distinguish between the prime contractors and the subcontractor's work and responsibilities.

b. To facilitate evaluation, proposals should follow the same general outline using the various components specified in 9.4.2.1 through 9.4.2.9.

9.4.2.1 Tab 1 - Introduction

Executive Summary - The Executive Summary shall provide a synopsis of the Offeror’s proposal, highlighting salient features and strengths. The Executive Summary shall contain the Offeror’s overall understanding of the solicitation, an introduction of the Offeror, the management team that will manage this effort, a discussion of the Offeror’s proposed approach for accomplishment of the requirements. If the proposal is comprised of a teaming arrangement, the Offeror shall provide a brief summary of each team member to include: the full company name, address, point of contact and current phone number, a description of services the team member will perform under this contract and a reference to the applicable area in Section C. Indicate whether or not the Offeror has past experience working with the proposed team member and if so, indicate how much experience the Offeror has with the proposed team member working together as partners on similar work elements in the past. This information shall also be provided for all major subcontractors.

Matrix - Offerors may choose to provide proposals that exceed the solicitation requirements. If Offerors elect to provide proposals that exceed minimum requirements, Offerors must include a matrix in which they identify any areas of their proposal exceeding the Government’s minimum requirements and the cost associated with the proposed approach. Identify the proposed enhancement(s) in the context of exceeding the levels of performance or performance quality contained in the PWS.

If the Government determines that one or more of the proposed enhancement(s) have a benefit to the Government, and, if the Offeror’s proposal is selected for award, the Government will incorporate those enhancements(s) into the PWS. The revised PWS will then contain the higher level requirements with which the contractor must comply.

9.4.2.2 Tab 2 - Staffing Plan and Phase-In Plan

a. Offerors shall submit the following information as a part of its Staffing Plan.

(1) Submit an organization chart that clearly identifies all project personnel by position title. Provide position titles, the numbers, trades and skill levels of personnel in each position (e.g., journeyman electrician 2, apprentice electrician – 1, etc). The chart should show the lines of supervisory control of the various elements of the organization and show the number of personnel in each position by trade. Include proposed subcontractors in the organization chart to demonstrate the lines of management and control over the subcontractors. This chart will be included into the resultant contract.

(2) Submit resumes for key personnel, to include the proposed project manager and shift supervisor. Identify the authority/limits and dollar level/limit of financial commitment of each of the levels to hire or replace personnel, enter into subcontract arrangements, purchase materials and equipment, and negotiate task orders and contract changes.

(3) Describe how personnel will be scheduled to meet the required on-site staffing hours. The proposal shall identify the length of work periods, the skills that will be available during each period, and any standby/recall procedures that will be placed into effect to augment shift staffing. Provide detailed shift schedules for all personnel associated with providing 24 hour-coverage at the Main IRS Building Specifically address the number of personnel per shift, start and stop time of each shift, and provide an example of one complete 30 day shift rotation/schedule for the Main IRS Building

(4) Describe the recruitment and employment methods that will be used to staff the organization, initially and during the contract period. Include a table of personnel sources, noting the percentage of the total workforce to be recruited from the following (i) the Offeror’s own resources, (ii) incumbent contractor personnel, and (iii) outside recruitment.

b. Offerors shall submit its Phase-in Plan that discusses its approach for meeting the requirements of PWS, Paragraph 3.9. The plan shall include milestone charts and address all of the requirements in PWS Paragraph 3.9 through 3.9.6. Specifically discuss (1) staffing proposed to prepare the workforce to assume full operations on the first day of contract performance; (2) procedures to be used for the “Existing Condition Inspection” (3) level of detail to which the “Existing Condition Inspection” will be conducted and (4) timeline (THE FIRST 60 DAYS AFTER CONTRACT AWARD AND PRIOR TO CONTRACT START) for phase-in including all milestones for significant phase-in events, such as:

a. Existing Condition Inspection (3.9.2 – 3.9.2.2);

b. Existing Condition Inspection report details and submittal date (3.9.3);

c. How, when, and by whom the CMMS system will be inspected and deficiencies noted and corrected (3.9.1).

d. Completion of material stocking effort (3.3.5);

e. Effecting necessary subcontracts;

f. Obtaining necessary clearance for all employees;

g. Achieving full staffing levels; and

h. Phase-In Submittals identified in Technical Exhibit TE-6, required before contract start date.

9.4.2.3 Tab 3 - Building Operations Plan

Offerors shall prepare and submit a sample Building Operations Plan (BOP) that specifically addresses its plan for meeting the requirements of Paragraph C.3.1.1 including both summer and winter operations. The sample plan should demonstrate that the offeror has an understanding of the requirements of operating a facility similar to the Main IRS Building, Washington DC The Sample BOP is to address the following:

a. Heating, Ventilation and Air Conditioning (HVAC) equipment operations to achieve energy efficiency for various ambient outside temperature levels;

b. HVAC equipment operations to achieve proper outside air ventilation;

c. HVAC equipment operations to enhance the reliability of critical equipment and subsequent reduction in risk to the IRS mission;

d. Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this solicitation;

e. Achievement and maintenance of temperatures in facility occupied space;

f. Achievement and maintenance of temperature in facility unoccupied spaces;

g. Procedures to achieve climate conditions for Information System equipment and other specialized equipment;

h. Operating Interior lighting;

i. Operating Exterior lighting;

j. Operations to protect facility and equipment during extreme cold;

k. Chilled Water and Hot Water reset schedules based on indoor and outside temperatures/weather;

l. Procedures for use of Government-furnished free cooling building equipment to save energy;

m. A specific description of how and when equipment operational checks (tours) will be performed;

n. A description of how automated control systems (BAS) for building equipment will be monitored, maintained, and backed-up;

o. A description of the procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency non-PM related outages shall be approved by the COR a minimum of 24 hours in advance;

p. Description of complete water treatment program for all systems; and

q. How, when, and by whom the equipment condition report will be accomplished.

9.4.2.4 Tab 4 - Service Call Plan

Offerors shall clearly describe their approach for meeting the requirements of the PWS (re: Paragraph C.3.3).

Offeror’s proposed Service Call Plan is to address the following, as a minimum:

a. How service calls will be received and completed during normal hours;

b. How service calls will be received and completed after normal hours;

c. How all service calls will be documented in the CMMS;

d. How repair requirements identified during service calls will be completed;

e. How Contractor Quality Control will be accomplished on service calls;

f. Procedures to be used when service call costs are expected to be above $3,000;

g. List of service call materials and critical spare parts that will be stocked on-site; and

h. How service calls requesting technical assistance will be completed.

9.4.2.5 Tab 5 - Preventive Maintenance (PM) Plan

Offerors shall clearly describe their approach for meeting the requirements of the PWS (re: Paragraph C.3.4).

Offeror’s proposed PM Plan is to address the following, as a minimum:

a. How, when, and by whom the equipment inventory and PM schedule will be updated;

b. How PM work orders will be assigned and completed;

c. Procedures for handling equipment inventory changes;

d. How PM work orders will be closed-out and equipment records updated in the CMMS;

e. Approach for “Certification and Testing” requirement (See PWS Paragraph C.3.4.6 & 7) including names of individuals or firms that will perform the certification on each type of equipment/system;

f. How Contractor Quality Control will be performed on PM work orders;

g. How equipment will be labeled with updated equipment ID numbers; and

h. List of materials and parts for equipment PM activities that will be maintained on-site.

9.4.2.6 Tab 6 - Additional Services Plan

Offerors shall clearly describe their approach for meeting the requirements of the PWS (re: Paragraph 4), identifying how requests for Additional Services work will be estimated, proposed, staffed and/or subcontracted, scheduled, controlled, and inspected.

Offeror’s proposed Additional Services Plan is to discuss the following areas at a minimum:

a. Procedures and staffing to be used in preparing additional services proposals;

b. Procedures for scheduling additional services task orders;

c. Identify the source of staffing for additional services task orders if the offeror proposes to complete it with offeror personnel, indicate how it will be accomplished (by normal staffing, overtime, over hires, etc.);

d. Procedures for managing and assuring quality work is performed on additional services task orders before they are closed out;

e. Process of how additional repair requirements identified by the offeror during the performance of the initial task orders will be handled;

f. If work is to be performed by subcontract, indicate how subcontractors will be obtained, scheduled, and managed to meet required delivery dates. Also describe contracts or other means offeror may have in place to meet contract requirements.

9.4.2.7 Tab 7 – Subcontracted Work

Offeror shall clearly demonstrate their understanding of the functions within Basic Services that may require subcontracted personnel to perform and shall describe an effective approach for recruiting, retaining and managing qualified subcontractors.

Offeror is to discuss the following areas:

a. Functions that will be subcontracted for performance of Basic Services.

b. Illustration of how offeror will recruit and retain qualified subcontractors and manage their performance as part of their Quality Control Plan (QCP).

c. Offeror shall select proposed subcontractors (including suppliers) on a competitive basis to the maximum extent practicable consistent with the objectives and requirements of the solicitation. Competitive solicitation of proposed subcontractors shall be discussed in this section. Non-competitive selection of proposed subcontractors must be justified.

d. Identify what percentage of proposed fixed monthly prices for Basic Services will be performed by other than the offeror’s own employees. Identify which of the labor categories for Additional Services will be performed by other than offeror’s own employees.

NOTICE: In order to be eligible for contract award, offeror must perform contract services using its own employees. The use of subcontractors must be limited to ensure compliance with FAR 52.219-14, Limitations on Subcontracting, as follows;

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) Supplies (other than procurement from a non-manufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.

(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

(4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.

NOTICE: Unless expressly provided in any resulting contract, award of the contract shall not be construed as the consent or authorization by the IRS to the selection of any proposed subcontractors.

9.4.2.8 Tab 8 – Relevant Work Experience

The offeror shall include two (2) relevant contracts where they have performed or are performing similar work at for at least one (1) year, but has not been more than three (3) years since they no longer provided the services. If more than two (2) relevant contract examples are provided the government will only evaluate the first two (2) in the proposal to determine the rating. Therefore, the contractor should pick only the best two relevant contracts to include in their proposal. The offeror should include enough information for the government to determine if the contracts are similar in size and complexity to the Main Internal Revenue Building 1111 Constitution Ave, Washington DC 20224 and this scope of work. To assist the offeror in determining if the building is relevant we have included the information in red for the Main IR Building. For each contract the offeror shall include:

9.4.2.9 Tab 9 – Record of Past Performance.

This sub-factor is used to evaluate offeror’s related records of past performance at relevant facilities (i.e., how well contractor performed; quality of work; & client satisfaction) to assess confidence in the offeror’s ability to successfully perform contract requirements. The government shall consider information submitted in response to the solicitation, as well as information obtained from any other source when evaluating the offeror's past performance. Failure to provide the information requested herein may adversely affect the performance confidence assessment by the government. Offerors are reminded that both independently obtained data and data provided by offerors in their proposal may be used to assess offeror's past performance. It is the offeror's responsibility to validate reference contact information, including telephone numbers, postal and email addresses for points of contact.

(1) Contract start and finish date (if still active then so indicate).

(2) Contract annual dollar value.

(3) Number of full-time and part-time on-site contractor personnel provided daily.

(4) Size of building in square footage (if more than one building is included in the contract indicate the square footage for each building separately). (1,424,395 SF)

(5) Computer room size in square footage (if more than one building is included in the contract indicate the computer room square footage for each building separately). (10,000 SF)

(6) Building operating hours (if more than one building indicate the operating hours for each building). (6:00 AM to 6:00 PM )

(7) Number of building occupants (per shift if more than one shift and broken out per building if more than one building). (3000)

(8) Age of building (if more than one building is included in the contract indicate the age for each building separately). (circa 1936)

(9) Identify the amount and size of major building equipment maintained including, but not limited to:

a. Generators (400kW)

b. Transfer Switches (1)

c. Chillers (3@1000 ton)

d. Cooling Towers (4@1000 ton)

e. Boilers (Steam PRV’s 220 psig to 50 psig)

f. Air Handling Units (22 Main AHU’s 35,015 CFM Supply, 25,725 CFM Return Each.)

g. HVAC Building Automation Systems (Automated Logic, WebCtrl, with approximately 3000 control points)

h. Computer Room HVAC (4@15 ton/each )

i. Fire Alarm Systems (Edwards System Technology EST3)

j. Medium and High Voltage Electrical Systems (13.2KV, 3200V, 480V)

(10) If this is a joint venture clearly indicate which contractor worked at each building. If it was worked as a joint venture, then indicate who served as the prime and who was the sub and percentage of each workforce.

(11) Indicate if the contract included repair, construction and alteration activities. If so indicate the approximate dollar value performed each year.

NOTICE REGARDING PAST PERFORMANCE: Offerors without a record of relevant past performance or for whom information on past performance is not available, (including information pertaining to predecessor companies, key personnel, or subcontractors, that is relevant to the acquisition), will not be evaluated favorably or unfavorably on past performance and will receive a neutral rating for past performance.

The offeror shall provide:

a. Reference names and phone numbers and email address on the two (2) relevant contracts include in the relevant work experience section. The contact information must be current. If the government is unable to contact the references from the relevant contracts it may cause the offeror to be rated neutral for past performance.

b. Offerors should send letters to their references and points of contact cited above authorizing the government to obtain past and present performance information and indicate in the proposal that the letters have been sent.

c. The offeror shall provide copies of Section J, "Past Performance Questionnaire" to its references to complete and return directly to the Contracting Officer. The government desires receipt of completed questionnaires from at least the two relevant contracts. If two relevant contract references are not available, the offeror should consider other references that could provide evaluation of offeror's work that is similar in nature. The questionnaires should be returned directly to the IRS Contracting Officer by the closing date of the solicitation. Although the provision for receipt of late proposals will not be applied to receipt of the Questionnaires, receipt by the IRS Contracting Officer after the closing date may result in the Questionnaires being omitted from consideration in the evaluation of offeror’s past performance.

d. Identify any cost savings or efficiencies achieved.

e. Indicate any performance incentives and award fees earned versus total award fee pool.

f. Identify any contract deductions for poor or non-performance and any corrective actions taken as a result.

g. Describe any prior relationship with proposed subcontractors or any teaming arrangements and state how the past experience may benefit this procurement.

h. Provide a list of any contract(s) terminated within the past five years for other than convenience of the government. If none, so state.

10 PROPOSAL FORMS AND OTHER REQUIRED DOCUMENTS TO BE REMOVED, COMPLETED AND RETURNED AS PART OF OFFER

Section A

Standard Form 1449 – Solicitation (Submit 1 electronic signed original)

Section B

Price Schedule (Exhibit B-1) (Submit 1 electronic copy complete with pricing for all line items)

1.3, Project Manager

Reps and Certs Complete and return 52.204-8, Annual Representations and Certifications;

52.209-7, Information Regarding Responsibility Matters;

IR1052-04-001, Instructions to Offerors for Performance Requirements; and

DUNS Number

PRST (Exhibit E-1) (Submit 1copy complete with assigned Weights in Column 7) Page L -